Emergent Leaders Newsletter/054/ How To Manage Your Time As A New Leader To Address All Your Priorities Without Burning Out

One of the most significant shifts you’ll experience as a new leader is how you manage your time. Many high-potential individuals struggle with this transition, often leading to burnout and exhaustion.  

The Time Management Challenge 

As a new leader, you might feel you’re managing your time well, but common indicators often suggest otherwise. Here are some flags that might signal a need for reevaluation of your work schedule: 

• Are you constantly busy but rarely productive? Are your days packed with tasks, yet you feel like you’re not carrying out your key goals? 

• You have no time for strategic thinking. You’re so caught up in daily operations that you can’t find time to plan for the future. 

• Do you often feel exhausted and overwhelmed, and unable to recharge even after the weekend? 

• You’re not spending enough time coaching and developing your team members. 

• Are you finding yourself doing tasks that should have been completed by or could be delegated to others? 

Shifting Perspectives on Time Management 

As a leader, your time should be spent on activities that drive the team and organization forward. Not to say that the tasks you completed before becoming a leader didn’t contribute to this, however as a leader, it’s necessary to take a step back from the day-to-day tasks to allow yourself to look into the distance, to see where the team is headed or to create the vision for them. Once you are clear on your priorities, intentional time management and decision-making become SO much easier.  

Here are 5 essential shifts to consider when it comes to priority-setting as a new leader: 

#1: Focus on Strategic Priorities 

Allocate time for strategic planning and high-impact activities. As a leader, your role expands beyond day-to-day tasks to encompass strategic planning and high-impact initiatives that drive the organization forward. Here’s how to do it: 

• Clearly define the long-term goals and objectives of your team or organization. Ensure your daily activities align with these goals. Not all organizations are clear on this so it might take some digging around on your part, but it is still an important exercise. 

• Use tools like the Eisenhower Matrix to categorize tasks by urgency and importance. Focus on high-impact tasks that contribute to your strategic objectives, rather than doing what is familiar and comfortable. 

• Block out regular time in your calendar specifically for strategic planning. This could be a few hours each week dedicated solely to thinking about the future, setting the vision, then setting goals, and developing strategies. 

• Regularly review your progress towards strategic goals and adjust your plans as needed to stay on track. 

#2: Delegate Effectively 

Delegating isn’t just about getting others to do the work. Part of your role as a leader is to grow your team members’ skill sets. Effective delegation is also crucial for maximizing your team’s productivity and allowing you to focus on higher-level responsibilities. Here’s how to delegate more effectively: 

• Know the skills and strengths of each team member. Delegate tasks that match their abilities, interests and areas for growth.  

• When delegating a task, be clear about the expected outcome, deadlines, and any specific guidelines – unless there is a strict process, refrain from telling folks exactly “how to” get their tasks done. Micro-managing does nothing to help develop their sense of ownership over tasks. 

• Ensure your team has the necessary resources, training, and support to complete the tasks you delegate. 

• Avoid always delegating to the same individuals. Not only can this be perceived as favoristism, but can over-burden your potentially highest-potential team member who always says “yes”. Remember - some people have a hard time saying no.

#3: Develop Your Team 

Invest in your team’s growth through coaching, mentoring, and feedback. Your success as a leader is no longer dependent on your solo success: it is now closely tied to the growth and success of your team. Increasing your team’s skillset will not only increase their work capacity, but constant learning opportunities will ensure the team evolves and will keep them more engaged in their work. You can invest in their development with these strategies: 

• Schedule regular one-on-one meetings with team members to discuss their progress, provide feedback, and offer your support. 

• Work with each team member to create a personalized development plan that includes their career goals, skills to develop, and action steps. 

• Offer opportunities for learning and development through increasingly complex projects, training programs, workshops, conferences, and online courses.  

• Provide prompt and constructive feedback that helps team members improve their performance and develop new skills. 

• Meaningfully recognize and celebrate the achievements and progress of your team members to motivate and encourage further growth. 

#4: Reserve Time for Reflection 

Schedule regular time to reflect on your leadership practices and team performance. Reflection is a powerful tool for continuous improvement and effective leadership. Here’s how to incorporate it into your routine: 

• Set aside a few minutes each day or week to reflect on your actions, decisions, and interactions. Ask yourself what went well and what could have been improved - and document it.  

• Regularly seek feedback from your team and peers to gain different perspectives on your leadership.  

• Reflect on your progress towards personal and team goals. Adjust your strategies as necessary to stay on course. 

#5: Maintain Work-Life Balance 

Ensure you have time for personal well-being to sustain long-term productivity. Maintaining a healthy work-life balance is essential for preventing burnout and sustaining long-term productivity. Here’s how to achieve it: 

• Clearly define your work hours and stick to them. Don’t just communicate these boundaries – model them to your team. 

• Make time for activities that rejuvenate you, such as exercise, hobbies, spending time with family and friends. 

• Schedule regular breaks throughout your workday to recharge and avoid fatigue.  

• If you’re struggling to maintain balance, seek support from mentors, coaches, or professional counselors. So many others have been in your shoes. You don’t have to reinvent the wheel – and you’re certainly not alone. The is an entire community within reach, ready to help. You just have to keep asking until you find those individuals who will support you.  

By transforming your schedule, you can focus on what truly matters: leading strategically, developing your team, and maintaining a healthy balance. A bonus side effect of keeping this balance while still carrying out what needs to be addressed is having the mental capacity and energy to show up as a better version of yourself, both at work and at home. Once new leaders truly grasp the concept that effective time management is not about doing more; it’s about doing what’s most important, life gets easier.  

Embrace the changes in your time management approach, and you’ll not only avoid burnout but also thrive in your leadership role. Keep an eye out for the flags that signal a need for adjustment, and continuously refine your schedule to align with your leadership goals. 

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If you are looking for a more customized leadership development experience, leadership coaching may be the better option to get you to your professional development goals faster. Book a complimentary “Discovery Call” to discuss your goals and see if working with a leadership coach might be the way to go. 

Emergent Leaders Newsletter/026/5 Reasons Time Blocking Isn't Working for New Leaders and What They Can Do To More Effectively Manage Their Time

Time blocking is a popular time management strategy that can be highly effective when implemented correctly. It involves scheduling specific blocks of time for tasks, meetings, and other important activities to enhance productivity and focus by allowing individuals to deeply focus on a single task at a time. Not only are time blocks good for getting things done, but they also bring peace of mind knowing that you have dedicated space to focus on each of your priorities – ending the need to multitask. 

For this time management strategy to work, however, one needs to have a SUPER clear idea of what their true priorities are. Only then can a schedule be created to reflect those priorities or activities that mean the most. This is a challenge, particularly when helping new leaders transition from do-er to leader. While time blocking can be a source of frustration – in most cases, the root of the issue is a lack of clarity on what’s truly important. New leaders simply try to do too much because they can’t let go of their previous ways of doing things and struggle adapting to a new paradigm.

In this article, I go through five common challenges new leaders experience when trying out time blocking. I also provide some guidance on strategies and mindset changes leaders (or anyone, for that matter) can implement to experience more focus and better time management using time blocks.  

Overambitious Planning   

Leaders often have many responsibilities and commitments. One common pitfall is setting unrealistic expectations when time blocking. It's easy to overestimate how much can be done within each time block. It’s a thing – and it’s called the “planning falacy”, a term coined by psychologists Daniel Kahneman and Amos Tversky in the 70’s. To make time blocking more effective, as a new leader, you should:  

• Be realistic in estimating the time needed for tasks. A general rule of thumb is to figure out how much time you believe you will need, then add 30% to that. Then use THAT amount of time to determine the length of your time block for that task (or break it up into several).  

• Prioritize essential tasks over non-essential ones. It is amazing how quickly “busy” work can smother our days. These are typically mindless tasks we’re so used to doing, we don’t really think about the value they bring anymore. We just do them because “that’s how I’ve always done it.” Take a look at what’s taking up your time, and decide what’s necessary vs what’s no longer serving you. These tasks can also be pushed back, delegated or eliminated altogether.

• Allow buffer or transition times between blocks to account for unexpected interruptions or much needed health and mental breaks. A common complaint from folks who play around with time blocking at first is that something unexpected but urgent got in the way of following their rigid schedule. I guarantee you, something like this will happen almost daily. If you know it will happen, build time into your schedule daily for the “s&*%” that will happen. Even 10-15 minutes will give you time to re-direct, send an email to deal with the issue, or at least create a better plan to tackle it later – and will prevent your day from being derailed.  

Inflexibility  

Some leaders become too rigid in their time blocking schedules, which can be counterproductive. They may resist adapting to unexpected changes or opportunities. To address this issue, leaders should: 

• Maintain some flexibility in their schedule for spontaneous issues. (Such as, “s&% happens” time block), as frequently as “s&%” typically happens. 

• Be open to adjusting time blocks as needed. Understand that these time blocks will evolve with time as work/life happens. What’s important is that you take control of how your time is spent.  

• Understand that not every task can fit neatly into a predetermined block of time. But it will work for most tasks – if planned for, well ahead of time.  

Lack of Focus and Distractions  

Constant interruptions and distractions are common barriers to time blocking success. New leaders may find it challenging to maintain focus during their scheduled blocks. To overcome this challenge, as a new leader, you should: 

• Create a distraction-free work environment. I’ll be the first to admit that I lack the discipline to not check on my phone during focus times. Knowing this, I put my phone away during those times. As I’m writing this, my phone is in a different room - with all notifications off.

• Set boundaries and communicate your time blocks to colleagues and team members. When possible, let them know what you’re working on. They will better be able to relate and respect these boundaries without grudges. Invite them to do the same with their scheduled focus time.

• Utilize techniques like the Pomodoro method (using a timer) to maintain focus during on tasks that you find less engaging. 

• Be more strategic in your planning. Tasks that require more focus and attention to detail should be scheduled during periods of the day where you are most easily focused, while more creative or interactive work can be done during other times. Work with your natural focus rhythms – not against them. 

Inadequate Planning and Preparation  

Leaders may not spend enough time planning and organizing their time blocks, which can lead to inefficiency and wasted effort. To improve their time blocking strategy, leaders should: 

• Clearly define tasks and objectives for each time block ahead of time. This will avoid wasting precious minutes deciding what needs/should be done. Write follow-up notes so you can start up exactly where you left off last time you worked on a particular task.  

• Prepare the necessary resources and materials in advance. If others are involved, tell them exactly what information you will need and when so that you’re not wasting time chasing after things you need to do the work.  

• Develop a daily or weekly time blocking plan that aligns with their overall goals. Friday afternoons are a great time to plan for the week ahead. It also allows leaders to get ahead of the crowd and block focus time for priorities that align with their own goals, rather than get their time booked by others for things that may not necessarily be a priority. 

Neglecting Self-Care  

Leaders often prioritize work-related tasks and forget to allocate time for self-care and personal well-being. Neglecting self-care can lead to burnout and decreased productivity. To enhance time blocking, new leaders should: 

• Schedule regular breaks, meals and downtime in their calendar. 

• Prioritize their physical and mental health. 

• Recognize that self-care is essential for long-term success and focus. There is no point in going through the effort of such careful planning only to burn out a few weeks in. Make sure to respect these self-care times as you would any other work-related time block.  

Time blocking can be a powerful tool for leaders to enhance time management and focus. However, its effectiveness is highly dependent on realistic planning, flexibility, maintaining focus, thorough preparation, and the inclusion of self-care. By addressing these common issues and implementing the suggested strategies and mindset changes, leaders can harness the full potential of time blocking to become more productive, organized, and focused in their roles. 

Emergent Leader Newsletter/004/Using Clarity To Beat Procrastination And Increase Engagement At Work

Read time: 4 minutes 

Many would label procrastinators as “lazy”. I think they’re wrong – I think so-called procrastinators simply lack clarity! 

New leaders notoriously squeeze out some aspects of their less familiar leadership responsibilities and fill their time by doing things they are more comfortable with – things they already know how to do, and know they are good at. Though with time, this escapist strategy catches up with them. Some of their leadership priorities don’t get addressed – and this is when the pressure and overwhelm kicks in.  

SO, what’s the REAL problem with procrastination? 

We’ve all beat ourselves up at some points (or many – no judgement!) for not acting quickly enough on some project(s). What emotions surface with knowing you didn’t live up to expectations? Some may experience frustration, embarrassment, anxiety, insecurity, resentment, among others. These emotions drag us into a negative loop. And in turn, this loop shuts us down and works against future productivity, resulting in a downward trend in our work output, our mood, our relationships, ….  

“I work a LOT but can never seem to get ahead...” 

When staring at a seemingly growing list of to-dos, which type of “task tackler” are you? Do you... 

1. choose the most urgent item, but only under the high pressure of a looming deadline?  

2. pick the thing that will take the least amount of effort and time to complete? 

3. “lose” the list all together and forget about what you should be doing by completing other tasks on autopilot? 

4. suddenly get fed up with the list and commit to working extra hours over the next few weeks to finally tackle it? 

Either choice will lead to you feeling productive but only for a brief period. What you need to ask yourself when looking at your extensive list is: “What will get me closer to satisfying my priorities and achieving my goals?” Rather than simply crossing off everything on the list, you need to be more intentional about HOW you spend your time.  

Being disciplined in how you prioritize your time is necessary to get what you need to get done and reduce the chance for procrastination to kick in. To be able to prioritize, you first need clarity around what’s truly important for your success professionally and personally. 

Gaining clarity on your goals/responsibilities (What needs to get done?) 

To move past the noise of all the to-dos, first determine your priorities. This will figure out which items on your list should be addressed first (if at all). Ask yourself these questions: 

• What is the reason for my role? 

• What would help make me successful at my role? Which deliverables do I need to take ownership of? 

• What tasks on my list relate to my role? Which ones should I delegate?

• Which ones are irrelevant and could be removed from the list - or at least saved for later?

Now, of the tasks related to your role, place them in priority/urgency. Base your decision on facts: realistically, what should be done first? When should it be completed by? We can relieve a lot of pressure by looking at our list objectively. Otherwise, we tend to create false unrealistic deadlines in our minds or underestimate how long tasks take to complete. 

Often, we also feel compelled to check things off our list simply because they’re there. If we can gain clarity around what’s important/urgent, can be delegated, pushed out and dropped, we can greatly reduce the length of our to-do’s, which is motivating. Shorter lists make it easier for us to focus more of our attention on fewer things.  

Gaining clarity on your values (What do you want to get done?) 

The ticket to motivation is having your to-dos aligned with your values. Sure, not ALL things are fun. Sometimes we really do just need to buckle down and get things done. But the more awareness you have around your values, the easier it is to decide what should truly be deserving of your time and attention.  

Take a moment and look at that daunting list of to-dos of yours and again, ask yourself these questions:  

• Is there something that’s been on my list for what seems to be forever?  

• Is there a particular project or task that just gets pushed back or never seems to get addressed? 

• Without thinking of the process, which task, if completed, would relieve the most pressure and bring you the most sense of completion, satisfaction and accomplishment? 

• Is this item a remnant of an old wish list I can now let go of?

• Is this aligned with my values and life goals? If not, What’s preventing me removing it from the list?

• Is the timing of this appropriate?

Timing your to-do's 

• Before rushing to set times in your calendar to get things done, reach out to others who may need to be involved. Make sure they also have the time/resources that match your proposed timeline to complete your project. 

• Once confirmed, put things in your calendar – and respect these time blocks as you would someone else’s schedule. This includes the final goal, milestones, expectations. For each time block you have scheduled, break down your projects into manageable chunks and make sure to be clear about what needs to be completed during that time. By including the desired outcome in your notes, you take away the time you would spend just thinking about what you should be working on and can get right to work. 

• Time your tasks for times you are most likely to be in flow with them. For example, I am a morning person and therefore prefer to do more detail-oriented tasks earlier in the day, while leaving more creative tasks for afternoons/evenings. Some tasks just feel more natural to complete at certain times of the day. Work with this to help you gain momentum.

• Post the final goal where it is visible so that you are constantly reminded of what you are working towards.  

Next time you struggle with procrastination, hit the “pause” button and take the time to think through your list to ensure the items that appear on it are in service of your goals and priorities.  

Then shift your focus from “frustration” to the “why” and the “how” to complete your task. This will help you be well on your way to a more productive day. 

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Whenever you are ready, there are 2 other ways I can help you:

1. If you are still looking to further improve your leadership skills, let me recommend starting with an affordable course:

→ The New Leader’s Survival Guide: Time Management 

→  Stand Out From The Rest: Communicate Like An Effective Leader  

2.  If you are looking for a more customized leadership development experience, leadership coaching may be the better option to get you to your professional development goals faster. Book a complimentary “Discovery Call” to discuss your goals and see if working with a leadership coach might be the way to go.

Emergent Leader Newsletter/003/How To Sustainably Carve Space To Thrive As A New Or Emergent Leader

Read time: 5 minutes

Individuals new to leadership roles are often left to their own devices when it comes to figuring out the “how to be” piece of leadership. As anyone would, they lean into their comfort zones when under stress and resort to doing what they know – not necessarily what is best. One of the key components to being an effective leader is being able to manage your time to address all of your priorities, while maintaining a work/life balance that works for you in a manner that is sustainable.

The problem with time management with new leaders often stems from trying to approach how they manage or spend their time as a leader, the way they did as a “do-er”, which almost always leads to wasting a lot of time doing things that no longer apply to their new role.  

As a leader, it’s important to realize that your priorities shift. And to thrive in your new role as a leader, you will have to also shift the way you spend your time – right out of the gate. 

Why is this a problem? 

Because leadership burnout is no joke. The stats are alarming, as stated in PositiveGroup.org’s article.

We often dismiss busyness (or even pride ourselves on it), attributing it to just a normal part of life – especially when leading. Though the thing about burnout is if you aren’t pro-active in managing your time and life, your body and mind’s health will eventually hit a wall and force you to re-evaluate your current lifestyle.  

If supporting your health isn’t convincing enough for you, then perhaps the fact that burnout affects your overall productivity (and reputation as a leader) would do the trick? 

Why aren’t more people attentive to how they spend their time?  

New leaders in particular struggle with this. The learning curve is steep. They are now not only responsible for their own work, but for the work of others, therefore the stakes are higher – and so is the stress level. With their heads down, they, at best, survive the adjustment period. More learning or professional growth is often likely the last thing on their minds.  

I often get "Oh, I would love to get coaching, but I don't have time right now."  I get it, but that statement makes as much sense as saying “I’ll get my butt to the gym once I get more fit.” 

Putting off re-evaluating “how” you work is completely understandable if the following statements apply:  

• You are in the weeds of the first 3 months in their new role; 

• You feel completely content with your work/life balance; 

• Your team is running efficiently and producing the required quality/quantity of work; 

• Your team has no complaints about their work/life balance. 

However, if you are NOT able to check all these boxes, then you are or will most likely get comfortable by adapting and settling into some inefficient habits, such as working longer hours (#1 most common go-to strategy of struggling leaders I work with), but then the problem becomes:  

“My team is fine - I don’t need coaching or development.”  

Right. Let's go check in with your team members and see how they really feel about that statement. 

So, how can you shift from managing your time as a “do-er” to a leader?  

It really comes down to being more intentional and purposeful with your time – your most precious resource. This means aligning all your daily activities with your priorities. As a leader, you should structure your schedule to contain items that will only help move the needle on priorities. When at home, it would mean reducing activities that serve only to “kill” time and replacing them with those that bring you joy and fill your buckets so that you then have the energy to show up as your best self. 

Things to try at work: 

• Get clear on your priorities.  

• Acknowledge that your team members are also human and have limited time to work on things. Determine no more than 2-3 priorities to be your team’s radar over the next quarter. Though before setting these in stone, contact various stakeholders and/or departments to ensure they also can support your priorities during each quarter. Timing is super important. Set yourself (and your team) up for success. There is no point in setting goals if you won’t have the resources to achieve them.  

• Identify who will be in charge of what. This will make it much easier to keep your team members accountable. Determine what success would look like for each task.

• Create project timelines and figure out very specifically what needs to get done/by when. Involve your team in this journey. Sure, you might have experience and be able to do it faster, but as a leader, part of your job is ensuring your team members’ growth. With time, it will also increase your team’s workload capacity. 

• Once your project timelines are set, add them to your calendars – along with specific deliverables. 

• Fill in with regular 1-to-1 check-ins with each of your team members to ensure progress is made. These not only give you the opportunity to chat and get to know each of your direct reports better, but they also open the door to safe conversations for each of them. *Ensure these 1-to-1's aren’t simply about project progress. Check in with your team. Are they getting what they need from you to succeed? How are they doing in general? These touchpoints will help avoid unpleasant surprises when projects come due. 

• Adjust as needed. 

Things to try at home: 

• Are you going through life on autopilot? Or are you intentional about what deserves your time and attention over the course of the day? Are you feeling stuck or stalled? 

• Are you numbing the weight of the day with unproductive or harmful habits that drain your energy and stamina? 

• As you would at work, decide what your priorities are. Once you gain clarity on these, it makes it so much easier to then decide how you should spend your time.  

• Perform a schedule audit. What are you spending your time off on? What habits could be eliminated to make space for better ones? 

• Begin replacing the time some of the bad habits that don’t “fit” your priorities. For example, do you lose yourself in the false reality of tv shows for endless hours? Nothing wrong with that AS LONG AS it doesn’t interfere with your ability to move your life forward in a meaningful way. Ask yourself what’s missing from your life? What do you wish you had more of? Incorporate more of those things. 

One of the key components to avoiding burnout is having a sense of control over your work and life. By spending time figuring out what your priorities are, you are then better able to actively manage your life, giving you a better sense of control. 

If this is something that you are interested in delving a little deeper into, I have created a simple step-by-step course “The New Leader’s Survival Guide: Time Management” (link below) to not only help you get to the core of what’s profoundly important to you, but also how to structure your schedule so that your priorities and responsibilities are addressed in a way that is sustainable and that will allow you to thrive as an individual and as a leader.  

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Whenever you are ready, there are 2 other ways I can help you:

1. If you are still looking to further improve your leadership skills, let me recommend starting with an affordable course:

→ The New Leader’s Survival Guide: Time Management 

→  Stand Out From The Rest: Communicate Like An Effective Leader  

2.  If you are looking for a more customized leadership development experience, leadership coaching may be the better option to get you to your professional development goals faster. Book a complimentary “Discovery Call” to discuss your goals and see if working with a leadership coach might be the way to go.